When you have to scroll to the right to view all of the data on a wide Access query or report, you might want to repeat one or more columns that contain the identifying fields for each record. This will help prevent you from having to continually scroll left and right to check the record identifier after it has scrolled out of view. In Access, there's no limit to the number of times you can place the same column on a report or a query to repeat it.

Repeat a Column in a Query

Highlight a table in the table list, click "Create" and double-click "Query Design." Select a table for your query, choose "Add" and click "Close" when done.

Use the list box in the lower portion of the screen to select the field to display in the first column of the query.

Click the list box in the next column to the right, and select another field. Repeat a column by selecting the same field in more than one column.

Click the "X" in the upper-right of the query window to close the query. Choose "Yes" to save the query, type a name for the query and then select "OK." Double-click the query to run it and view the display with repeated columns.

Repeat a Column in a Report

Highlight a table in the table list, select "Create" and double-click "Report" to create a new report.

Select "Add Existing Fields" from the ribbon bar to display a list of fields in the table. Highlight a field that you want repeated in the report, drag it to the report template and drop it where you want it placed in the report.

Click "X" to close the report template. Select "Yes" to save the report, assign a report name and choose "OK." Double-click the report to run it and view the repeated columns.

Tip

When data for a single record appears on multiple pages and you want to repeat columns to identify the data on subsequent pages, place the identifying fields in the page header or in a section header. If you place them in a section header, modify the header properties and set "Repeat Section" to "Yes."

About the Author

Steve McDonnell's experience running businesses and launching companies complements his technical expertise in information, technology and human resources. He earned a degree in computer science from Dartmouth College, served on the WorldatWork editorial board, blogged for the Spotfire Business Intelligence blog and has published books and book chapters for International Human Resource Information Management and Westlaw.